Privacy policy

Elite Summit Conferences respects your privacy and is committed to handling personal information responsibly and transparently.

This Privacy Policy applies when you use the Elite Summit Conferences website, register for or attend one of our conferences, participate in our professional development activities, subscribe to updates, contact us, or otherwise interact with Elite Summit Conferences.

In this Privacy Policy, "Elite Summit", "we", "us" and "our" mean Elite Summit Conferences.

This Privacy Policy should be read together with our Terms and Conditions. Conference-specific information or privacy notices may also apply to particular events.

We aim to manage personal information consistently with applicable Australian privacy laws, including the principles contained in the Privacy Act 1988 (Cth) and Australian Privacy Principles where they apply.

1. Information we collect

The personal information we collect depends on how you interact with us.

It may include:

• your name
• email address
• telephone number
• organisation or employer
• job title, position or professional role
• billing and transaction information
• conference registration details
• attendance and participation information
• dietary requirements
• accessibility requirements
• information you provide through registration questions
• professional development and learning activity
• survey and feedback responses
• communication and marketing preferences
• information you provide when contacting us
• photographs, video or audio captured at an event
• technical information generated when you use our website or online services.

We only seek information that is reasonably necessary for our activities or that you choose to provide.

2. How we collect information

We generally collect personal information directly from you when you:

• register for a conference
• purchase a registration
• complete an attendee or registration form
• subscribe to conference updates
• submit an enquiry
• communicate with us
• participate in professional development activities
• complete surveys or provide feedback
• use an attendee portal or conference platform
• attend a conference, networking function or other Elite Summit activity.

We may also receive information from another person who registers you on your behalf, such as an employer, colleague or group booking organiser.

If a registration is transferred to another person in accordance with our Terms and Conditions, we may collect updated information about the replacement attendee to administer that transfer.

If you provide personal information about another person, you should only provide information you are authorised to provide.

3. How we use personal information

We may use personal information to:

• process and manage conference registrations
• process payments and maintain transaction records
• communicate with attendees about their registration
• notify attendees of significant event changes
• provide venue, schedule and conference access information
• administer conference activities
• provide professional development content
• record attendance and participation
• administer online learning
• assess completion of professional development requirements
• issue Certificates of Attendance and Professional Development
• accommodate dietary or accessibility requirements
• organise networking functions and other conference inclusions
• respond to enquiries
• provide customer support
• administer speaker, sponsor and exhibitor arrangements
• conduct surveys and obtain feedback
• evaluate and improve our conferences
• plan future conferences
• maintain appropriate business and financial records
• protect the safety and security of our events and systems
• comply with legal obligations
• send information about future Elite Summit Conferences where permitted.

4. Conference communications

When you register for a conference, we may use the contact details provided during registration to communicate with you about:

• registration administration
• event changes
• venue information
• conference access
• professional development activities
• schedule information
• information reasonably necessary for you to participate in the conference.

These are operational communications relating to your registration and are separate from general marketing communications.

Unsubscribing from marketing communications will not prevent us from sending information reasonably necessary to administer a conference for which you are registered.

5. Dietary, accessibility and other sensitive information

We may ask you to voluntarily provide information about dietary requirements, allergies, accessibility requirements or other needs so that we can support your participation in a conference.

Some of this information may be considered sensitive information under Australian privacy law.

By voluntarily providing this information for an event, you consent to us using it for the purpose for which it was provided and, where reasonably necessary, providing relevant information to organisations involved in meeting that requirement.

These may include:

• conference venues
• caterers
• event staff
• other relevant service providers.

Where practical, we will limit the information provided to what is reasonably necessary.

6. Registrations and payments

Conference registrations may be processed through an external registration, ticketing or payment platform, as described in our Terms and Conditions.

Elite Summit may receive information such as:

• attendee details
• billing details
• registration selections
• transaction amount
• payment status
• booking or transaction reference.

Payment card information is processed by the relevant payment provider. Elite Summit does not ordinarily receive or store your complete credit or debit card number.

Third-party registration and payment providers operate under their own privacy policies, terms, payment conditions and security processes.

7. Professional development and certificates

Some Elite Summit Conferences include specified professional development hours, online learning, attendance requirements or participation requirements.

We may collect and retain information about:

• sessions attended
• learning activities completed
• online learning progress
• participation
• professional development hours
• certificate eligibility
• certificates issued.

This information may be used to confirm whether you have met the requirements described for the relevant conference.

Certificates may contain information including your name, conference name, conference dates, professional development hours, learning format and other relevant conference information.

You are responsible for providing accurate information for certificate purposes, consistent with our Terms and Conditions.

8. Attendee directories and networking

Elite Summit Conferences may provide networking opportunities that enable attendees to identify or communicate with other participants.

We will not ordinarily publish your private email address, telephone number or other private contact details in an attendee directory without your permission.

Where an attendee directory or participant list is provided, information made visible may include:

• your name
• job title
• organisation
• general location such as city, state or country.

Where appropriate, attendees will be given the opportunity to choose whether their information is included.

9. Sponsors, exhibitors and partners

Elite Summit may work with sponsors, exhibitors and other organisations in connection with a conference.

We do not sell personal information.

Registering for an Elite Summit Conference does not, by itself, give a sponsor or exhibitor permission to use your email address or telephone number for its own marketing.

We may provide your information to a sponsor, exhibitor or partner where:

• you have expressly agreed to receive information from them
• you directly provide your information to them
• you request an offer or information from them
• you participate in an activity where it is clearly explained that your details will be provided to that organisation
• the disclosure is otherwise authorised or required by law.

10. Service providers

We use third-party organisations to assist us in operating our website and delivering conferences.

Depending on the event, these may include:

• registration and ticketing providers
• payment processors
• conference management platforms
• email and communications providers
• website and cloud hosting providers
• venues
• caterers
• audiovisual and production providers
• photographers and videographers
• printing and merchandise suppliers
• IT service providers
• professional advisers
• other suppliers involved in delivering the conference.

We seek to provide these organisations only with the information reasonably necessary for the services they perform.

11. International conferences and overseas handling

Elite Summit Conferences provides professional development conferences in Australia and overseas.

Where you register for an international conference, it may be necessary for relevant personal information to be provided to venues, caterers or other conference suppliers located in the country where the event takes place.

Some technology or cloud service providers used by Elite Summit may also process or store information outside Australia.

Where reasonably practicable, we use reputable providers and take reasonable steps to protect personal information disclosed or processed overseas.

12. Travel and accommodation providers

As explained in our Terms and Conditions, Elite Summit Conferences is not a travel agent and attendees are generally responsible for arranging their own flights, accommodation, transfers, passports, visas, travel documentation and travel insurance.

Our website or communications may provide links, recommendations or partner offers relating to independent:

• airlines
• hotels
• accommodation providers
• tourism operators
• insurers
• transport providers
• other travel services.

If you provide personal information directly to one of these organisations, that information is handled under the organisation's own privacy practices.

Elite Summit does not ordinarily receive information you provide independently to those organisations unless this is specifically stated.

13. Photography and recording

Elite Summit Conferences may photograph or record conference activities for:

• event documentation
• website content
• social media
• marketing
• promotion of future Elite Summit Conferences.

Attendees may appear incidentally in photographs or recordings taken in conference and networking environments.

Where practical, an attendee who does not wish to be intentionally featured in identifiable promotional photography should notify Elite Summit Conferences.

We will make reasonable efforts to respect such requests. However, because conferences take place in shared environments, we cannot guarantee that an attendee will not appear incidentally in background, crowd or general event photographs or recordings.

Our Terms and Conditions also contain requirements concerning recordings made by attendees and the reproduction of conference content.

14. Speakers and presenters

If you participate as a speaker, presenter, panellist or other conference contributor, we may publish professional information you provide for the purpose of promoting and delivering the conference.

This may include:

• your name
• photograph
• job title
• organisation
• professional biography
• presentation title and description
• relevant professional website or social media links.

Photography or recording of presentations may also occur in accordance with speaker arrangements and the photography provisions above.

15. Marketing communications

You may choose to receive information from us about:

• upcoming conferences
• future destinations
• registration openings
• early bird or promotional offers
• speakers and conference programs
• conference announcements
• sponsorship opportunities
• other Elite Summit news.

You can unsubscribe from marketing emails at any time using the unsubscribe link contained in our communications or by contacting us.

We may retain a minimal record of your email address where necessary to ensure an unsubscribe request continues to be honoured.

16. Website information and cookies

When you use our website, certain technical information may be automatically collected by our website or service providers.

This may include:

• IP address
• browser type
• device information
• pages visited
• referring website
• approximate location
• date and time of access.

Our website may use cookies and similar technologies required to operate the website, understand its use or improve its performance.

You can control some cookie functions through your browser settings.

17. External websites

The Elite Summit Conferences website and conference communications may contain links to external websites and third-party services.

These may include venues, accommodation providers, tourism operators, speakers, sponsors and other organisations.

Third-party services may have their own:

• privacy policies
• terms and conditions
• payment conditions
• security processes.

Elite Summit is not responsible for the privacy practices or operation of independent third parties, except to the extent required by law.

18. Storage and security

We take reasonable steps to protect personal information from:

• misuse
• interference
• loss
• unauthorised access
• unauthorised modification
• unauthorised disclosure.

Information may be stored using cloud-based systems and third-party service providers.

No internet-based system can be guaranteed to be completely secure.

If we become aware of a data breach, we will assess and respond to it in accordance with applicable legal requirements.

19. How long we keep information

We retain personal information for as long as reasonably necessary for the purpose for which it was collected, our legitimate business and record-keeping requirements, and applicable legal, taxation or regulatory requirements.

Some conference information may be retained where reasonably necessary to:

• verify registration or attendance
• maintain professional development records
• issue or replace certificates
• maintain financial and transaction records
• respond to enquiries or disputes
• comply with legal obligations.

When personal information is no longer reasonably required, we will take reasonable steps to delete, destroy or de-identify it where appropriate.

20. Accessing or correcting your information

You may contact us if you would like to:

• request access to personal information we hold about you
• correct information that is inaccurate or out of date
• update your communication preferences
• request deletion of information where appropriate
• ask how your personal information is being handled.

We may need to verify your identity before providing access to or changing personal information.

Some information may need to be retained despite a deletion request where required for legal, financial or legitimate record-keeping purposes.

21. Privacy concerns and complaints

If you have a concern about how Elite Summit has handled your personal information, please contact us.

We will consider the concern and respond within a reasonable period.

Where applicable, you may also have the right to contact the Office of the Australian Information Commissioner (OAIC).

22. Changes to this Privacy Policy

We may update this Privacy Policy from time to time as our conferences, technology, business practices or legal obligations change.

The current version will be published on the Elite Summit Conferences website with the date it was last updated.

23. Contact us

Privacy enquiries, access or correction requests, deletion requests and complaints can be sent to:

Elite Summit Conferences
Email: info@elitesummit.com.au
Website: elitesummit.com.au